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1 HADDONFIELD PUBLIC SCHOOLS ONE LINCOLN AVENUE HADDONFIELD, NJ Phone: , X 215 Fax: REQUEST FOR PROPOSALS FOR SCHOOL DISTRICT HEALTH INSURANCE BROKER SERVICES Notice is hereby given that the Haddonfield Public Schools, County of Camden, State of New Jersey, is requesting proposals for School District Health Insurance Broker Services for the Haddonfield Public Schools for the school year. Copies of the Request for Proposals are available in the Office of the School Business Administrator/Board Secretary, One Lincoln Avenue, Haddonfield, NJ Proposals must be submitted to W. Andrew Hall, School Business Administrator/Board Secretary, One Lincoln Avenue, Haddonfield, NJ by September 15, 2009, no later than 2:00 PM. Proposals must be submitted in sealed envelopes with the name of the RFP clearly marked on the outside of the envelope. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. All responsible firms are encouraged to submit proposals. The Board of Education reserves the right to accept or reject any and all proposals submitted in the best interest of the school district and the Board further reserves the right to waive any defect or informality in any proposal should it be in the best interest of the school district. Proposals are required to comply with the requirements of P.L. 1975, c. 127(N.J.A.C. 17:27). This Request For Proposals does not constitute a bid and is intended solely to obtain competitive proposals from which the Board of Education may choose contractor(s) that best meet(s) the Board of Education s needs. It is the Board of Education s intent that no statutory, regulatory, or common law bidding requirement apply to this Request for Proposals. The Board of Education intends to award this contract pursuant to N.J.S.A. 18A:18-5.a(1).

2 Page 2 of 10 District information: The Haddonfield Public Schools is a Camden County based, K - 12 school district. It consists of three elementary schools, one middle school, and one high school. The current enrollment is approximately 2,457 students with a current workforce of approximately 300 employees. The general fund budget for the school year is approximately $35,000,000. Additional details may be found at: Scope of Services: 1. Purpose: 2. Term: The purpose of the Request for Proposal (RFP) is to obtain competitive proposals for Insurance Broker Services for Medical, Prescription and Dental coverage. The Board intends to award this contract pursuant to N.J.S.A.18A-18A-5(a)(1). All Brokers shall be currently licensed and authorized by the State of New Jersey, Department of Insurance, to do business in the State of New Jersey. The length of term for the Insurance Broker Services/Health Benefits will begin on October 1, The Board reserves the right to exercise renewal thereafter. The Board of Education has the right to terminate with a 30-day notice. 3. Current Health Benefit Coverage s and Carriers: The major carrier for the District s employee medical and prescription services are through the School Employees Health Benefits Program (SEHBP). The District s dental insurance carrier is Delta Dental. 4. Services to be provided to the Haddonfield Public Schools shall include, but not be limited to the following. A. Firm must be responsible for negotiating annual renewal of existing coverage. B. Firm must prepare all necessary bid specifications, in the event the coverage is marketed, and evaluate all bids that are received. C. Firm must assist the District in evaluating and settling employee grievances relating to health benefit issues. D. Firm must provide the central administration with reasonable preliminary renewal figures during the budget process.

3 Page 3 of 10 E. Firm must be available to attend Board of Education meetings, Budget and Finance meetings, and Union negotiation meetings, whenever necessary. F. Firm must assist the District with required employee presentations. G. Firm must provide assistance with open enrollment, new hire meetings, employee education and support services. H. Firm must provide web-based initiatives to supplement employee education and support services. I. Firm must have the ability to recommend cost projections for the alternative design of current health benefit programs. J. Firm must specify fee structure as negotiated with the health benefit company and include any discounts provided to the District received from the health benefit company. 5. Pertinent Company Information Required in RFP: A. Brief description of Company background. B. Resumes of company personnel assigned to handle the District s account. C. Listing of all current Board of Education clients D. Relationship with the district s existing carriers. E. Relationship with other insurance carriers. F. Specific compensation requirements. G. A description of the services your company will provide. H. Familiarity with the issues facing Haddonfield Public Schools.

4 Page 4 of Selection Process: ALL PROPOSALS TO BE SUBMITTED IN WRITING AND RECEIVED AT THE BOARD OFFICE TO THE ATTENTION OF: Haddonfield Public Schools c/o W. Andrew Hall School Business Administrator/Board Secretary One Lincoln Avenue Haddonfield, NJ Phone #: (856) x215 No proposal will be considered unless it is timely filed. The Board reserves the right to reject any proposal, to waive informalities, and to accept any proposal which is in the best interest of the District as determined by the Board. Interviews may be scheduled as determined by the Board. 7. Validity: All proposals shall remain firm for a period of sixty (60) days after the date specified for the receipt of proposals. The Board intends to appoint the successful firm at its meeting to be held on or about September 2009, with an effective starting date of October 1, The proposals will be reviewed by the School Business Administrator and the Superintendent of Schools. Upon review of the proposals, dates and times will be established for interviews. Please note that firms submitting proposals are not guaranteed an interview. All questions pertaining to proposals should be directed to Mr. W. Andrew Hall, School Business Administrator, (856) x215. The proposal will not be considered a valid proposal and will not be read unless the following items are included: A. Statement of Ownership; B. Non-collusion Affidavit; C. Law Against Discrimination and Affirmative Action The applicant/proposer as a professional shall file a statement as to compliance with NJSA 10:5-1 et. Seq. (Law Against Discrimination) and P.L. 1975, C.127 (Affirmative Action).

5 Page 5 of 10 D. Sample Contract Applicant shall provide a sample copy of the applicant s contract. Sample contract must include all terms and conditions of this RFQ. Contract shall be in a form acceptable to the Board of Education. Proof of insurance coverage must be provided with the proposal. E. New Jersey Business Registration Requirement In accordance with P.L c.57, bidder should provide with their proposal a Business Registration Certificate issued by the State of New Jersey. Please note that having provided this form to the Haddonfield Board of Education previously does NOT exempt you from providing this form with this proposal. F. Disclosure of Contributions Starting in January 2007, all business entities are advised of their responsibility to file an annual disclosure statement of political contributions with the New Jersey Election Law Enforcement Commission (ELEC), pursuant to N.J.S.A. 19:44A-20.27, if they receive contracts in excess of $50,000 from public entities in a calendar year. Business entities are responsible for determining if filing is necessary. Additional information on this requirement is available from ELEC at or at

6 Page 6 of 10 AFFIRMATIVE ACTION STATEMENT The following questions must be answered by all prospective firms: 1. Do you have a federally approved or sanctioned Affirmative Action Program? Yes No (a) If yes, please submit a copy of such approval. 2. Do you have a State Certificate of Employee Information Report approval? Yes No (a) If yes, please submit a copy of such certificate. 3. If the firm cannot present "1" or "2", the firm is required to submit a completed Employees Information Report (Form AA302) at the time of the award only.

7 Page 7 of 10 P.L. 1995, c. 127 (N.J.A.C. 17:27) MANDATORY AFFIRMATIVE ACTION LANGUAGE GOODS, PROFESSIONAL SERVICES AND GENERAL SERVICE CONTRACTS During the performance of this contract, the contractor agrees as follows: The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation and gender identity or expression, disability, nationality or sex. Except with respect to affectional or sexual orientation and gender identity or expression, the contractor will take affirmative action to ensure that such applicants are recruited and employed, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause.

8 Page 8 of 10 The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. The contractor or subcontractor, where applicable, will send to each labor union or representative of workers with which it has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer advising the labor union or workers' representative of the contractor's commitments under this act and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act. The contractor or subcontractor agrees to attempt in good faith to employ minority and women workers consistent with the applicable county employment goals established in accordance with N.J.A.C. 17:37-5.2, or binding determination of the applicable county employment goals determined by the Division, pursuant to N.J.A.C. 17:

9 Page 9 of 10 The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies in the area, including, but not limited to, employment agencies, placement bureaus, colleges, universities, labor unions, that it does not discriminate on the basis of age, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices. The contractor or subcontractor agrees to revise any of it testing procedures, if necessary, to assure that all personnel testing conforms with the principles of job-related testing, as established by the statutes and court decisions of the state of New Jersey and as established by applicable Federal law and applicable Federal court decisions. In conforming with the applicable employment goals, the contractor or subcontractor agrees to review all procedures relating to transfer, upgrading, downgrading and lay-off to ensure that all such actions are taken without regard to age, creed, color, national origin, ancestry, marital status, affectional or sexual orientation gender identity or expression, disability, nationality or sex, consistent with the statutes and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions.

10 Page 10 of 10 The contractor and its subcontractors shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents: Letter of Federal Affirmative Action Plan Approval Certificate of Employee Information Report Employee Information Report Form AA-302 The contractor and its subcontractor shall furnish such reports or other documents to the Division of Contract Compliance & EEO as may be requested by the division from time to time in order to carry out the purposes of these regulations, and public agencies shall furnish such information as may be request by the Division of Contract Compliance & EEO for conducting a compliance investigation pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27. Signature of Bidder

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